Alaska Child Care Grant Program Policies and Procedures
ManualDepartment of Health and Social Services Division of Public
Assistance
Child Care Program Office
Revised January 1, 2021
TABLE OF CONTENTS
2000-1 HISTORY AND
PURPOSE........................................................................
6 2000-1 A. PROGRAM HISTORY
..................................................................
6 2000-1 B. PROGRAM PURPOSE
.................................................................
7
2000-3 CHILD CARE GRANT PROGRAM RATE
SCHEDULE........................ 8
2000-4 WORK PROCESSES WITH TIMELINE GOALS FOR COMPLETION
............................................................................................
8 2000-4 A. APPLICATION TIMELINE
....................................................... 8 2000-4 B.
MONTHLY SUBMISSIONS TIMELINE ................................ 9
2000-4 C. MONTHLY PAYMENTS TIMELINE
..................................... 9 2000-4 D. ADMINISTRATIVE
ACTIONS TIMELINE ......................... 10
2010 CHILD CARE GRANT PROGRAM PARTICIPATION ....... 10
2010-1 APPLICATION PROCESS
......................................................................
10 2010-1 A. APPLICATION PROCESS - ADMINISTRATIVE STAFF 12 2010-1
B. APPLICATION PROCESS - ELIGIBILITY STAFF ............. 13 2010-1
C. APPLICATION PROCESS – ACCOUNTING STAFF ......... 17 2010-1 D.
APPLICATION PROCESS - LICENSING STAFF ............... 17
2010-2 ELIGIBILITY MAINTENANCE
............................................................. 18
2010-2 A. CRITERIA TO MAINTAIN ELIGIBILITY
............................ 18 2010-2 B. ELIGIBILITY NOT
MAINTAINED......................................... 19 2010-2 C.
CHANGES REPORTED
.............................................................
19
2020 CHILD CARE GRANT PROGRAM SUBMISSIONS ........... 22
2
2020-1 SUBMISSIONS – ADMINISTRATIVE STAFF
................................... 23
2020-2 SUBMISSIONS – ACCOUNTING STAFF
............................................. 24 2020-2 A. GENERAL
REVIEW OF SUBMISSIONS .............................. 26 2020-2 B.
SUBMISSIONS CORRECTED BY ACCOUNTING
STAFF
.............................................................................................
32 2020-2 C. SUBMISSION RETURNED UNPAID
.................................... 32 2020-2 D. RESUBMISSIONS
.......................................................................
34
2030 CHILD CARE GRANT PROGRAM PAYMENT PROCESSING – ACCOUNTING STAFF
................................ 35
2030-1 SUBMISSION FOR PAYMENT PROCESSING: GREEN TRACK / RED TRACK
.............................................................................................
35 2030-1 A. SUBMISSIONS WITHOUT ERRORS (ACCOUNTING
GREEN TRACK)
..........................................................................
36 2030-1 B. SUBMISSION WITH ERRORS (ACCOUNTING RED
TRACK)
..........................................................................................
36
2030-2 ACTIONS TAKEN ON THE ATTENDANCE REPORT FORM.........
37
2030-3 ACTIONS TAKEN ON THE CHILD CARE GRANT PROGRAM REIMBURSEMENT
REQUEST FORM ................................................
37
2030-4 CHILD CARE GRANT PROGRAM PAYMENT TRACKING SPREADSHEET
.......................................................................................
40 2030-4 A. PREPARING FOR SPREADSHEET ENTRIES ..................
40 2030-4 B. COMPLETING SPREADSHEET ENTRIES
........................ 41
2030-5 INTEGRATED RESOURCE INFORMATION SYSTEM (IRIS) DATA ENTRY
PROCESS
....................................................................................
43 2030-5 A. PAYMENT PROCESSING
........................................................ 43 2030-5
B. PAYMENT CERTIFICATION
................................................ 46
2030-6 STOP PAYMENT
.....................................................................
48
3
2040-1 ALLOWABLE EXPENDITURE CATEGORIES
................................... 50 2040-1 A. STAFF SALARIES AND
BENEFITS ..................................... 51 2040-1 B. COSTS
OF PROVIDING SUBSTITUTE CARE ................... 51 2040-1 C.
HEALTH AND SAFETY COSTS
............................................. 51 2040-1 D. COSTS OF
SUPPLIES, EQUIPMENT AND ACTIVITIES
FOR CHILDREN IN CARE
...................................................... 53 2040-1 E.
COSTS OF CHILD DEVELOPMENT EDUCATION AND
TRAINING
...................................................................................
54
2040-2 NON-ALLOWABLE EXPENDITURES
................................................ 54
2040-3 SAVING OR APPLYING FUNDS FOR A PURCHASE
....................... 55 2040-3 A. SAVING FUNDS FOR A FUTURE
PURCHASE ................. 55 2040-3 B. APPLYING FUNDS TO A PAST
PURCHASE .................... 58
2050 CHILD CARE GRANT PROGRAM REVIEWS AND MONITORS
...............................................................................
59
2050-1 RANDOM REVIEWS
..............................................................................
59 2050-1 A. REVIEWING CHILD CARE ASSISTANCE PROGRAM
CHILDREN’S ATTENDANCE
................................................. 60 2050-1 B.
REVIEWING CHILD CARE GRANT PROGRAM
REIMBURSEMENTS
.................................................................
61 2050-1 C. LICENSING STAFF COMPLIANCE REVIEW ON-SITE
INSPECTION OR INVESTIGATION .....................................
62
2050-2 MONITORS
..............................................................................................
62 2050-2 A. ADDITIONAL MONITOR INFORMATION NEEDED ..... 63 2050-2
B. INFORMATION EVALUATION FOR A MONITOR ......... 63 2050-2 C.
MONITOR REPORT
...................................................................
63
2060 CHILD CARE GRANT PROGRAM MINIMUM PARTICIPATION REVIEW
.............................................. 64
2060-1 MINIMUM PARTICIPATION MET
.................................................... 65
2060-2 MINIMUM PARTICIPATION NOT MET
............................................ 65 2060-2 A. FIFTH
MONTH REVIEW – NOT MET ............................... 65 2060-2B.
SIXTH MONTH REVIEW
........................................................ 66
4
2060-3 GOOD CAUSE WAIVER RECEIVED
.................................................... 66 2060-3 A.
CRITERIA FOR A GOOD CAUSE WAIVER ........................ 66 2060-3
B. PROCESSING A REQUEST FOR GOOD CAUSE
WAIVER……………………………………………………………..67 2060-3 C. MONITORING A GOOD CAUSE
WAIVER .......................... 68
2060-4 PROGRAM REINSTATEMENT AFTER CLOSURE DUE TO MINIMUM
PARTICIPATION NOT MET ............................................
69 2060-4 A. ELIGIBILITY STAFF REVIEW FOR PROGRAM
REINSTATEMENT.....................................................................
69 2060-4 B. ELIGIBILITY STAFF ACTIONS FOR PROVISIONAL
PROGRAM REINSTATEMENT
.............................................. 70 2060-4 C. STAFF
ACTIONS FOR PROGRAM PARTICIPATION
AFTER PROVISIONAL REINSTATEMENT ....................... 70
2070 INCORRECT PAYMENTS OF CHILD CARE GRANT PROGRAM
FUNDS...................................................................72
2070-1 INCORRECT PAYMENT PRELIMINARY REVIEW FORM ............. 72
2070-1 A. INCORRECT PAYMENT PRELIMINARY REVIEW FORM
SUBMISSION
...............................................................................
73 2070-1 B. CONDUCTING AN INCORRECT PAYMENT REVIEW ... 74 2070-1
C. INCORRECT PAYMENT REVIEW DETERMINATION 75
2070-2 INCORRECT PAYMENT OF CHILD CARE GRANT PROGRAM
FUNDS
......................................................................................................
76 2070-2 A. OVERPAYMENT NOT PURSUED
......................................... 76 2070-2 B. PURSUING
OVERPAYMENT ..................................................
76
2070-3 UNDERPAYMENT OF FUNDS
.............................................................
78
2070-4 RECOUPMENT OF OVERPAYMENTS……………………………………..79
2080 CHILD CARE GRANT PROGRAM REQUEST FOR ADMINISTRATIVE REVIEW
................................................ 80
5
2080-2 ADMINISTRATIVE REVIEW DECISION PROCESSING .................
80
2080-3 ADMINISTRATIVE REVIEW DECISION ACTIONS
......................... 82 2080-3 A. PAYMENT RELATED ACTIONS FOR
ADMINISTRATIVE
REVIEW DECISIONS
................................................................ 82
2080- 3 B. OTHER ELIGIBILITY ACTIONS FOR ADMINISTRATIVE
REVIEW DECISIONS
................................................................
82
2090 CHILD CARE GRANT PROGRAM SANCTIONS AND HOW TO IMPOSE
...............................................................................
83
2090-1 SANCTION REASONS AND SUSPENSION TIMEFRAMES.............
83
2090-2 SANCTION REASONS THAT RESULT IN PROGRAM TERMINATION
.......................................................................................
84
2090-3 IMPOSING A SANCTION
......................................................................
84 2090-3 A. IMPOSING A SANCTION – ELIGIBILITY STAFF ............
85 2090-3 B. IMPOSING A SANCTION – ACCOUNTING STAFF .........
85
2090-4 RESCINDING A SANCTION PRIOR TO IMPOSITION
................... 86
2090-5 REINSTATEMENT AFTER A SANCTION
......................................... 87
2100 CHILD CARE GRANT PROGRAM RECORDS RETENTION AND CASE FILE
MANAGEMENT ......................................... 87
2100-1 FACILITY RECORDS RETENTION
.................................................... 88
2100-2 CHILD CARE PROGRAM OFFICE RECORDS RETENTION ........... 88
2100-2 A. RECORDS RETENTION - ACCOUNTING STAFF ............ 88
2100-2 B. RECORDS RETENTION - ELIGIBILITY STAFF ...............
89
CHILD CARE GRANT ADDENDA
............................................................
91
6
2000 CHILD CARE GRANT PROGRAM GENERAL INFORMATION
This chapter provides a general overview of the Child Care Grant
(CCG) Program. It also sets forth certain procedural requirements
that staff must follow when they determine eligibility for the CCG
Program. The CCG Program is authorized under Alaska Statute (AS)
47.25.071 and the Alaska Administrative Code (AAC) 7 AAC 39.
2000-1 HISTORY AND PURPOSE
2000-1 A. PROGRAM HISTORY
On July 1, 1981, Alaskan Governor Jay Hammond signed into effect
the Child Care Grant House Bill. The oversight and administration
of the Child Care Grant Program (CCG) at that time was within the
Department of Community and Regional Affairs. This state funded
program provided grants to assist licensed child care providers in
Alaska with operational costs associated with their
facilities.
In State Fiscal Year (FY) 2000, the Child Care Program Office
(CCPO) moved to the Department of Education and Early Development
and began to oversee the CCG. The CCPO is the State of Alaska lead
agency for the Child Care and Development Fund (CCDF) under the
Federal Administration for Children and Families, Office of Child
Care. The CCDF provides funding for child care subsidies and funds
intended to improve child care quality.
In FY 2004, the CCPO moved to the Department of Health and Social
Services, Division of Public Assistance where it resides today. In
addition to the CCG, the CCPO oversees and manages the following
for the State of Alaska: Child Care Assistance Program (CCAP),
which provides assistance with child care expenses on a sliding fee
scale basis to eligible families; Child Care Licensing, which
monitors, regulates and licenses child care facilities statewide;
Alaska Inclusive Child Care Program (Alaska IN!), a collaborative
effort focused on increasing the quality and availability of
inclusive child care programs for children with special needs who
are participating in the CCAP; and Alaska’s Statewide Child Care
Resource and Referral Network (CCR&R) through a grant which
provides consumer education and training to families and providers
regarding quality early care and education.
7
2000-1 B. PROGRAM PURPOSE
The purpose of the CCG is to promote quality child care by
assisting licensed child care providers who care for children of
families participating in the State of Alaska CCAP, with
operational costs associated with their facilities. The CCG
promotes quality child care by supporting and encouraging
professional development, the retention of early childhood care and
education professionals, and safe and healthy environments for
children in care.
Monthly reimbursement amounts are based on children’s attendance
and the Child Care Grant Rate Schedule, see Addendum 1. The
categories of allowable CCG expenditures for reimbursement related
to costs associated with maintaining the operation of their
facility are: staff salaries and benefits; providing for substitute
care; health and safety; equipment, supplies and activities for
children in care; and child development education and
training.
The CCG is not an entitlement program. Reimbursements are issued
monthly to eligible child care facilities, as long as funding is
available.
2000-2 ELIGIBILITY CRITERIA FOR PARTICIPATION
This section references Alaska Statute (AS) 47.25.071(b) and (g)
and Alaska Administrative Code (AAC) 7 AAC 39.025. To be eligible
to participate in the Child Care Grant Program (CCG) a child care
facility must be currently:
1. Licensed as a child care facility by the State of Alaska,
Department
of Health and Social Services (DHSS) as a Child Care Home, Group
Home or Center; or
2. Licensed as a child care facility by the Municipality of
Anchorage,
Department of Health and Human Services (DHHS) as a Child Care Home
or Center; and
3. Approved for participation in the Child Care Assistance
Program
(CCAP).
To maintain participation in the CCG a child care facility must
maintain at least the minimum participation requirement for
children in care, of five percent (5%) or one child whichever is
greater, who have been issued a Child Care Authorization document
through the State of Alaska CCAP, within any six (6) month period.
Authorizations
8
issued by the Office of Children’s Services (OCS) for children in
protective services or foster care are also included.
2000-3 CHILD CARE GRANT PROGRAM RATE SCHEDULE
This section references Alaska Statute (AS) 47.25.071(c) and AS
14.17.460.
The Child Care Grant Program (CCG) monthly reimbursement amount
(rate) is adjusted annually based on geographic location and by the
same District Cost Factor as funding for Alaskan school districts.
The rate may not exceed fifty dollars ($50) per month per
child.
The Child Care Program Office (CCPO) will update the Child Care
Grant Rate Schedule, see Addendum 1 as needed and make it available
to participating licensed child care facilities.
2000-4 WORK PROCESSES WITH TIMELINE GOALS FOR COMPLETION
The timeframes identified throughout this policy are the Child Care
Program Office (CCPO)’s internal timeline goals for completion and
will be met whenever possible. We reserve the right to extend these
timelines in specific cases or make adjustments as deemed
necessary.
2000-4 A. APPLICATION TIMELINE
Task Staff Timeline Goal for Completion Provide information CCPO
Staff Ongoing
Mail application Administrative or Eligibility Staff
Within 1 business day of request
Receive and forward application to Eligibility Staff
Administrative Staff Within 1 business day of receipt
Review application for completeness or identify discrepancies to be
resolved by licensing
Eligibility Staff
Resolve Discrepancies Licensing Staff Within 2 business days of
notification from Eligibility Staff
Approve/Pend/Deny application
Eligibility Staff
Within 5 business days of receipt of application or resolution of
Discrepancies
9
Task Staff Timeline Goal for Completion
Receive and forward reimbursement and attendance forms
Administrative Staff
Take action on requests for information
Eligibility Staff Within 1 business day of notice due date
Verify any demographic changes reported by the facility
Licensing Staff Within 2 business days of notification from
Eligibility Staff
Research questionable forms received by CCPO Staff
Eligibility Staff
Within 5 business days of receipt or verification of demographic
information from Licensing
2000-4 C. MONTHLY PAYMENTS TIMELINE
Task Staff Timeline Goal for Completion
Take action to deny payment
Accounting Staff
Within 5 business days of the notice due date requesting
Information
Receive and resolve/return reimbursement forms identified
incomplete or for clarification needed
Accounting Staff
Input into CCG Payment Tracking Spreadsheet. Accounting Staff
Within 10 business days of Receipt
Key payment into IRIS Accounting Staff Within 10 business days of
receipt
Certify *IRIS payments Accounting Staff/Lead/Supervisor
Within 2 business days of receipt from Accounting Staff
Issue warrants ***DOA/DOF Not applicable to CCPO Maintain payment
files Accounting Staff Ongoing
Saving for a future purchase or applying funds to a past purchase
request
Accounting Staff
10
Task Staff Timeline Goal for Completion Maintain administrative
case file Eligibility Staff Ongoing Conduct random reviews
Eligibility Staff Monthly Suspensions and Closures Eligibility
Staff Ongoing
Good Cause Waivers Eligibility Staff Within 15 calendar days of
receipt
Administrative Reviews Public Assistance Analyst
Within 15 calendar days of receipt
Record Monitor and report issuance
Eligibility Staff Within 30 calendar days of receipt
On-site Monitor Licensing Staff Within 30 calendar days of
request
Incorrect Payments Public Assistance Analyst
Within 30 calendar days of receipt
2010 CHILD CARE GRANT PROGRAM PARTICIPATION
This chapter references Alaska Administrative Code (AAC) 7 AAC
39.020.
This chapter details the Child Care Grant Program (CCG) application
process and eligibility maintenance requirements.
2010-1 APPLICATION PROCESS
This section details the steps for Child Care Program Office (CCPO)
Administrative, Eligibility and Licensing Staff involved with the
processing of Child Care Grant Program Application CC30 from
initial contact to a determination of approved or denied. This
section references Alaska Administrative Code (AAC) 7 AAC
39.020.
The Child Care Grant Program Application CC30 form must be
signed
by the owner or the facility’s Administrator, if different than
the
owner. If the application has a different owner or administrator
than
is listed in the Integrated Child Care Information System (ICCIS),
the
Eligibility staff will notify the Licensing Specialist assigned to
the
facility of the discrepancy.
If the business owner is a corporation, the individual signing the
application must be the President or the Registered Agent
according
11
to the provider’s State of Alaska Business License or may be the
facility’s Administrator.
To determine if the individual signing the application is the
corporation’s President or Registered Agent, the CCPO Eligibility
Staff will access the corporation’s State of Alaska business
license at: http://commerce.alaska.gov/occ/home_bus_licensing.html.
and:
1. Enter the business name and select search;
2. Select the correct business name from a list at the bottom of
the
screen which will take you to the License Details showing the
business type as a corporation;
3. From the left-hand side under Search License Data select
Corporations. Enter the business name in the “Entity name” and
Search; and
4. Select entity # for the correct business from the list. This
will take
you to the Entity Details. The Registered Agent is listed as well
as officials of the corporation.
When the facility owner listed in ICCIS is blank, or identified as
a corporation or board, it may be necessary to contact the assigned
Child Care Licensing Specialist to determine the correct individual
with signing authority.
The owner or President or Registered Agent if a corporation, or
facility Administrator may authorize another individual associated
with the facility signatory authority for signing Child Care Grant
Reimbursement Request (CC15), Reimbursement Request for Staff
Salaries and Benefits or Substitute Care CC31, and/or other Child
Care Grant Program (CCG) forms required for program
participation.
When the facility Administrator is not the owner, and has signed
the Child Care Grant Program Application CC30, they have authority
to sign all forms associated with the CCG participation and may
grant other individuals with signatory authority to sign forms such
as, the Child Care Grant Reimbursement Request form CC15 and
Reimbursement Request for Staff Salaries and Benefits or Substitute
Care CC31.
A Child Care Grant Program Application CC30 with “Update” marked is
required when a change in signatory authority is needed to either
add or remove an authorized individual.
2010-1 A. APPLICATION PROCESS - ADMINISTRATIVE STAFF
Administrative Staff perform the following steps within one (1)
business day:
1. Application Requested:
a. Receive initial call, letter or email from a child care facility
seeking to participate or a request forwarded from CCPO staff
member;
b. Print and mail the Child Care Grant Program Application
Cover
letter and Child Care Grant Program Application CC30 which includes
the Child Care Grant Program Terms & Conditions Agreement to
the child care facility or provide the link to the application from
the CCPO website, at the provider’s preference;
c. Search for the child care facility in ICCIS;
d. Enter the child care facility’s ICCIS facility
identification
number; Vendor Customer Number (VCN); ICCIS Facility Name; the date
the Child Care Grant Program Application CC30 was requested; and
the date the Child Care Grant Program Application CC30 was mailed
into the App Request & Awaiting Approval tab of the appropriate
fiscal year’s CCG Program Tracking Spreadsheet.
The spreadsheet is saved by fiscal year (FY) as FYXX CCG Program
Tracking.xls. The FYXX stands for the fiscal year, for example
FY13; and
e. Document the request and date the application was sent in
an
ICCIS case note using subject heading: CCG App Requested.
2. Application Received: a. Date stamp all documents received with
the actual date they
are received at the CCPO based on the method they were submitted. •
If received via fax or email, the actual date received is to
be
used, even if it is a weekend or holiday; • If received via regular
mail, the date the mail was received
is used, not the post mark date;
13
• If received via the CCPO drop box after the close of business and
retrieved the next business day, the date of the previous/most
recent business day is used;
b. Place the Child Care Grant Program Application CC30; and
c. Place in the designated Eligibility Staff’s mailbox.
2010-1 B. APPLICATION PROCESS - ELIGIBILITY STAFF
To apply for participation in the CCG the owner or Administrator of
an eligible licensed child care facility must submit a Child Care
Grant Program Application CC30.
Within one (1) business day of receiving of the application, the
Eligibility Staff will:
1. Enter the receipt of the application in an ICCIS case note
using
subject heading: CCG App Rcvd, and include in the body of the case
note the date stamped received date and list all of the documents
received;
2. Search for the child care facility in the Current Facilities tab
of the
CCG Program Tracking Spreadsheet. a. If the child care facility
information is found, in the Facilities
tab, skip to step 4 below.
b. If the facility information is not found, in the Facilities tab,
check the App Request & Awaiting Approval tab. • If found enter
the applicable information.
• If not found on the App Request & Awaiting Approval tab
enter the child care facility’s ICCIS facility identification
number; VCN; ICCIS Facility Name; and the date the Child Care Grant
Program Application CC30 was received;
3. Create a CCG administrative case file using a blue file folder
with
the following label format: • First Line: Child Care Facility Name;
• Second Line: VCN and ICCIS facility number;
4. Review the Child Care Grant Program Application CC30 for
signature by the facility’s owner or Administrator and confirm
the
14
owner on the application matches the facility’s information in
ICCIS. a. If information matches ICCIS see step 5. b. If the owner
in ICCIS is blank, has a corporation or board listed,
or otherwise does not match the application, complete the
following: • Contact the Child Care Licensing Specialist designated
on
the ICCIS Facility Application Screen by email or telephone and
explain the discrepancy found. Provide the documentation with the
discrepancy as needed;
• Document in an ICCIS case note the identified discrepancy and
actions taken using subject heading: CCG App ICCIS
Discrepancy;
• Once the Child Care Licensing Specialist confirms action has been
taken and information now matches, see step 5.
• If confirmation is not received from the Child Care Licensing
Specialist within two (2) business days, the Eligibility Staff will
advise their supervisor for their next action; or
• If confirmation is received from the Child Care Licensing
Specialist and does not match the application, it is denied. See
Step 9 d.
5. Review and confirm that the information on the copy of any
child
care license received with the application matches the information
in ICCIS. When an application is received without a copy of the
facility’s child care license, Eligibility Staff will review ICCIS
License and Case Note screens within the Facility Module to confirm
a license has been issued and is valid. Identify whether or not the
provider is licensed for Child Care Assistance Program (CCAP)
infants and/or toddler age ranges.
6. Review ICCIS Application screen within the Facility module
to
confirm the facility is in Open/Active status, approved for
participation in the State of Alaska CCAP and the CCA box is
checked. Case notes may need to be reviewed to determine the
facility’s actual CCAP approval timeframe has not expired.
7. Review ICCIS Application and Case Note screens within the
Facility
module for entries made by CCPO Accounting Staff to confirm the
child care facility’s VCN is issued and active. If an active VCN
has not been issued or requested by the CCAP Designee as documented
in an ICCIS case note, take the following steps: a. Request from
the CCAP Designee a completed State of Alaska
Substitute W9 form.
15
b. Upon receipt of the State of Alaska Substitute W9 form submit to
the CCPO Accounting physical mailbox.
8. Document in an ICCIS case note the results of the review
using
subject heading: CCG Results of Eligibility Review. The body of the
case note includes information regarding the status of the
facility’s License, CCAP participation, VCN, and individuals whom
have been granted signatory authority.
9. Within five (5) business days of receipt of the application
or
resolution of any discrepancies, determine the child care
facility’s eligibility for participation and take appropriate
action on the application to: pend, approve, or deny. Document
action taken in ICCIS case notes using the following subject
heading as applicable: CCG App Pended, CCG App Approved – Effective
MM/DD/YYYY, or CCG App Denied, and update the applicable portions
of the CCG Program Tracking Spreadsheet.
a. Pend with Ten (10) Day Due Date:
Applications received from a facility are to be pended for ten (10)
days, based on the Adverse Action Calendar, when they are not
complete or are not signed by the facility owner or
Administrator.
Eligibility Staff will issue the Child Care Grant Program
Application– Pended notice to the facility identifying the
information needed to complete the application and the ten (10) day
due date from the Adverse Action calendar available at
http://dpaweb.hss.state.ak.us/main/PDF/adverseAction.pdf
b. Pend with Thirty (30) Day Due Date:
Applications received from a facility are to be pended for thirty
(30) days, based on the Adverse Action Calendar, when the
facility’s child care license, CCAP approval has not been issued,
or there is a reported staff change in the Administrator not yet
approved by the Licensing Specialist.
When ICCIS case notes reflect CCAP and Child Care Licensing
applications have been submitted the Eligibility staff will issue a
Child Care Grant Program Application – Pended notice to the
facility identifying the information needed and the thirty (30) day
due date from the Adverse Action Calendar.
c. Approve:
The child care facility’s CCG effective date is the first (1st) of
the month following all requirements being met. Check the CCG
box on the facility Application screen in ICCIS and update the CCG
Program Tracking Spreadsheet. Issue the Child Care Grant Program
Application – Approved notice to include the following information
and enclosures:
• ICCIS facility identification number; • Effective date for CCG
participation; • Child care facility’s CCG geographic rate; and •
Child Care Grant Rate Schedule.
The Child Care Grant Reimbursement Request CC15 Excel workbook is
completed with the facility’s information and emailed to the
facility’s email address.
A copy of the: Child Care Grant Program Application – Approved
notice; case note indicating whether or not the provider is
licensed for CCAP infant and/or toddler age ranges; and the
application, if signatory authority has been authorized, is placed
in the Accounting physical mailbox for updating the CCG Payment
Tracking Spreadsheet.
d. Deny:
Child Care Grant Program Application CC30 forms received from a
child care facility who has not applied for licensure and/or CCAP
participation will be denied. When a facility has not submitted the
required information by the due date identified in a Child Care
Grant Program Application – Pended notice the Child Care Grant
Program Application CC30 will be denied. Requests from providers to
withdraw a new Child Care Grant Program Application CC30 form will
be granted by denial of the application by Eligibility Staff. If
the application was submitted by a participating provider as an
update and the provider requests to withdraw the application, see
section 2010-2 C. Changes Reported.
Eligibility Staff will issue the Child Care Grant Program
Application – Denied notice identifying the specific reason(s) for
the denial. The child care facility may reapply once they meet all
the requirements.
10. Maintain the application, supporting documentation, and
any
notices issued in the CCG administrative case file.
17
2010-1 C. APPLICATION PROCESS – ACCOUNTING STAFF
When a copy of the Child Care Grant Program Application – Approved
notice and application is received, Accounting Staff will: Open the
CCG Payment Tracking Spreadsheet and search for the facility’s
ICCIS number to ensure the program is not already on the
spreadsheet. The spreadsheet is saved by fiscal year (FY) as FYXX
CCG Payment Tracking Spreadsheet.xls. The FYXX stands for the
fiscal year, for example FY16;
1. Add the child care facility as a new entry within the
spreadsheet
numerically based on their VCN and complete the columns A – I with
the facility’s CCG approval date; VCN; ICCIS facility
identification number; license effective date if licensed for
infants and/or toddlers; yes or no if the provider is licensed for
infants and or toddlers; Provider Type; Facility Name; and
Authorized Signatories;
2. Enter in column J the month the child care facility is approved
to
begin participation, and the next consecutive months until the end
of the fiscal year. June should be the last month entered, as July
will be on the next fiscal year spreadsheet; and
3. Enter the Geographic Region in column Q and the Geographic
Rate
in column S, applicable to the child care facility.
2010-1 D. APPLICATION PROCESS - LICENSING STAFF
When Child Care Licensing Staff is contacted regarding a
discrepancy found by the Eligibility Staff’s comparison of the
Child Care Grant Program Application CC30 and the facility’s
information in ICCIS, the following steps will be taken:
1. Review the information documented in an ICCIS case note by
Eligibility Staff on discrepancy information listed on the Child
Care Grant Program Application CC30.
2. Request a copy of the Child Care Grant Program Application
CC30
from Eligibility Staff if necessary to review the
discrepancy.
3. Call the child care provider and verify the facility’s correct
information.
18
4. Update ICCIS as applicable with the correct facility information
and document in a case note the actions taken using subject
heading: CCG App ICCIS Discrepancy Corrected.
5. Call or email the Eligibility Staff within two (2) business days
of contact to confirm the information has been verified with the
child care facility and ICCIS reflects the correct
information.
6. If changes have been made with the child care facility’s
ICCIS
information the Child Care Licensing Specialist will email the
updated information using subject heading: CCG ICCIS Discrepancy
Corrected, to the Regional CCAP Designee and the CCPO Eligibility
Staff via the policy mailbox:
[email protected].
Note: If a copy of the Child Care Grant Program Application CC30 is
provided to resolve discrepancies in ICCIS, the Child Care
Licensing Specialist does not need to maintain the application or
any supporting documentation in the Licensing file.
2010-2 ELIGIBILITY MAINTENANCE
This section references Alaska Administrative Code (AAC) 7 AAC
39.025.
2010-2 A. CRITERIA TO MAINTAIN ELIGIBILITY
To maintain eligibility, a child care facility approved to
participate in the Child Care Grant Program (CCG) must meet the
following criteria:
1. Maintain a current child care license issued by the State of
Alaska
Department of Health and Social Services (DHSS) or by the
Municipality of Anchorage, Department of Health and Human Services
(DHHS);
2. Maintain current approval status for participation in the State
of
Alaska Child Care Assistance Program (CCAP);
3. Maintain at least the minimum participation requirement for
children in care, of five percent (5%) or one (1) child whichever
is greater, who have been issued a Child Care Authorization
document through the State of Alaska CCAP, within any six (6) month
period. Authorizations issued by the Office of Children’s Services
(OCS) for children in protective services or foster care are
also included; and
4. Use CCG funds solely for costs associated with maintaining the
operation of their child care facility. See section 2040-1,
Allowable Expenditure Categories.
When the facility owner or Administrator reports an update or
change on a Child Care Grant Program Application CC30 in staff
members whom they have granted signatory authority, the Eligibility
Staff is to update the CCG Program Tracking Spreadsheet, the
information is documented by Eligibility Staff in an Integrated
Child Care Information System (ICCIS) case note using subject
heading: CCG Signatory Authority Change. A print out of the case
note is placed in the Accounting physical mailbox by Eligibility
Staff for updating the CCG Payment Tracking Spreadsheet and a
printout is placed in the facility’s CCG administrative case
file.
2010-2 B. ELIGIBILITY NOT MAINTAINED
Eligibility Staff will end a child care facility’s participation in
the CCG, update the CCG Program Tracking Spreadsheet and issue a
Child Care Grant Program – Closed notice identifying the reason for
ending participation; their right to request an Administrative
Review; and their right to re-apply when the child care facility
has not:
1. Maintained a current child care license issued by the State
of
Alaska DHSS or by the Municipality of Anchorage, DHHS;
2. Maintained current approval status for participation in the
State of Alaska CCAP; or
3. Met the minimum participation requirement for children in
care
who have been issued a Child Care Authorization document through
the State of Alaska CCAP within any six (6) month period.
A copy of the Child Care Grant Program – Closed notice is placed in
the Accounting physical mailbox for updating the CCG Payment
Tracking Spreadsheet.
2010-2 C. CHANGES REPORTED
1. When a child care facility participating in the CCG notifies any
Child Care Program Office (CCPO) Staff of changes affecting
the
20
information in ICCIS the CCPO staff receiving the change will case
note receipt of the change using subject heading: CCG Change
Reported, document the information received in the body of the note
and forward the information to the assigned Child Care Licensing
Specialist and Licensing Supervisor for any necessary action. When
the change is reported to the Administrative Staff or the
Accounting Staff, they will document the change and forward the
information to both Licensing and Eligibility Staff.
2. When Child Care Licensing Staff is contacted due to
conflicting
information regarding a child care facility in ICCIS found as a
result of a CCG submission review or a report of change, the
following steps will be taken:
a. Review the information documented in an ICCIS case note by
Eligibility or Accounting Staff on discrepancy information;
b. Request a copy of the document(s) from Eligibility or Accounting
Staff if necessary, to review the discrepancy information;
c. Call the child care facility and verify facility’s correct
information;
d. Update ICCIS as applicable with the correct facility information
and document in a case note using subject heading: CCG App ICCIS
Discrepancy Corrected;
e. Call or email the Eligibility Staff or Accounting Staff within
two
(2) business days of contact to confirm the information has been
verified with the child care facility and ICCIS reflects the
correct information; and
f. If changes have been made with the child care facility’s
ICCIS
information the Child Care Licensing Specialist will email the
updated information and supporting documentation, if needed
specific to the change reported, to the Regional CCAP Designee and
the CCPO via the policy mail box:
[email protected], using subject
heading: CCG App ICCIS Discrepancy Corrected.
Note: Any hard copy documentation provided by the Eligibility or
Accounting Staff to the Licensing Staff identifying discrepancies
do not need to be maintained in the Licensing file once correct
information is verified and documented in an ICCIS case note.
3. When a child care facility changes their business type from
sole
proprietor to a Limited Liability Corporation (LLC) or partnership,
or there is another administrative type change requiring a
new
facility to be established in ICCIS, the Child Care Licensing
Specialist will notify the CCAP Designee and the CCG Eligibility
Staff as the facility will need to re-apply for both CCAP and CCG
participation.
The Eligibility Staff will contact the facility advising them of
the need to reapply for participation in CCG for the new facility.
The facility is sent a new Child Care Grant Program Application
CC30 and the contact is documented in an ICCIS case note using
subject heading: CCG Contact made. Eligibility Staff document the
actions taken in the body of the case note.
4. Changes in signatory authority must be made in writing and
signed by the facility owner or Administrator. When a change of
signatory authority is made by someone other than the owner or
Administrator, or the facility’s Administrator is changing, the
Eligibility Staff will send a Child Care Grant Program -
Information Needed notice requesting the facility’s owner or
Administrator to complete an “Updated” Child Care Grant Program
Application CC30. The change in Administrator will not be accepted
until it is approved by the Licensing Specialist and the individual
identified as the Administrator in the Staff/HH screen in
ICCIS.
When a change in signatory authority is received, to include
receipt of verification of Power of Attorney in which an individual
has been granted legal authority to act on behalf of a provider or
individual with signatory authority, Eligibility staff will update
the CCG Program Tracking Spreadsheet and enter a case note in ICCIS
documenting the change, using subject heading: CCG Signatory
Authority Change. A printout of the case note is placed in the
Accounting physical mailbox. The Accounting Unit will update the
signatory authority information in the CCG Payment Tracking
Spreadsheet for the Accounting Unit to use when paying the
Reimbursement Request. The Accounting Unit will enter a case note
documenting the update to the CCG Payment Tracking
Spreadsheet.
5. When a child care facility reports a change which requires a
new
Child Care License to be issued but does not require a new facility
to be created in ICCIS, such as: their administrator; physical
location; mailing address; facility type; and/or facility name, the
facility does not need to reapply for participation in the CCAP or
CCG as long as there is no break in the facility’s licensed
dates.
22
The Child Care Licensing Specialist will document why the new
license is being issued and whether or not there is a break in
licensure in an ICCIS case note. A license ending on a Friday and a
new license beginning on the following Monday does not indicate a
break in licensure as long as the facility’s published schedule
reflects, they are closed Saturday and Sunday.
a. Age Range Change
If the newly issued license changes the age range of children the
facility is licensed for, the Child Care Licensing Specialist will
email the CCAP Designee and the CCPO Eligibility Staff as it may
impact the families currently authorized to the facility and future
authorizations as well as payment coding for CCG. Eligibility staff
will update the CCG Program Tracking Spreadsheet, enter an ICCIS
case note documenting the change, and forward a copy of the case
note to Accounting Staff who will update the CCG Payment Tracking
Spreadsheet.
b. CC Grant Status Change Report
The Research and Analysis Unit provides a monthly report
documenting new providers participating in the Child Care Grant
Program, providers whose CCG has ended, and providers who have had
a license issued indicating a change in the age range of children
they are licensed for.
The Eligibility Staff will access the CC Grant Status Change Report
monthly and take action based on the change documented.
6. When a child care provider reports a change by submitting a
Child Care Grant Program Application CC30 form for an update, but
there are no changes to be made, the Eligibility Staff with send
the provider a Child Care Grant Program Application Notice of
Change to inform the provider there are no changes to be made at
this time. Eligibility staff will enter an ICCIS case note using
the subject heading: CCG Update/No chgs to be Made and document the
actions taken in the body of the case note.
2020 CHILD CARE GRANT PROGRAM SUBMISSIONS
This chapter references Alaska Administrative Code (AAC) 7 AAC
39.030 and 7 AAC 39.035.
23
This chapter details the steps Child Care Program Office (CCPO)
Staff will take in the receipt and review of Child Care Grant
Reimbursement Request CC15 and Attendance Report CC14 form
submissions.
Child Care Grant Reimbursement Request CC15 and Attendance Report
CC14 forms must be postmarked or received by the last day of the
month immediately following the report month and may be faxed,
emailed, sent by regular mail, or provided in person to the CCPO.
These forms are considered the current report month
submissions.
Submissions received during the same month as the report month will
be denied.
Once a submission has been processed for payment for a report
month, any additional submissions for the same report month from
the facility will be denied.
The owner or Administrator may choose to delegate signatory
authority to another individual within their organization to sign
the monthly submissions. The owner remains responsible for
compliance with program rules and requirements even when
information is submitted by an individual with signatory
authority.
2020-1 SUBMISSIONS – ADMINISTRATIVE STAFF
Administrative Staff receive all Child Care Grant Reimbursement
Request CC15 and Attendance Report CC14 forms submitted to Child
Care Program Office (CCPO) and forward them to the CCPO Accounting
Staff for processing.
Within one (1) business day of receiving the submission, the CCPO
Administrative Staff will:
1. Date stamp each Child Care Grant Reimbursement Request
CC15
and Attendance Report CC14 form along with paperwork supporting the
submission.
a. Email Submissions
Items received after the close of business via email and retrieved
the following business day are to be printed and date stamped
according to the received date/timeframe indicated on the email.
Submissions received via the Child Care Program Office (CCPO)
general email are to be saved into the CCG folder within the email
box, by the state fiscal year, and retained for ten (10) years
after which time they are deleted;
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b. Fax Submissions
Items received via fax and retrieved the following business day are
to be date stamped according to the date/timeframe indicated on the
fax;
c. Drop Box Submissions
Items received after the close of business via the drop box and
retrieved the next business day are to be date stamped with the
date of the previous/most recent business day.
When the last day of the month falls on a Saturday or Sunday,
Administrative Staff are to separate submissions retrieved from the
drop box by the report month. When the submission is for the month
which just ended, it is date stamped as received with Friday’s date
or the most recent business day. When the submission is for the new
month, it is date stamped with the date it is retrieved from the
drop box. These submissions are considered to have been received
timely. Regular Mail submissions Items received via regular mail
are stapled to the envelope, and date stamped with the date
received by the CCPO not the post mark date. If mailed submissions
are received by the CCPO after the deadline of the last day of the
month following the report month, the post mark date is used by
Accounting and/or Eligibility Staff to determine if the submission
is timely;
2. Information received other than receipts, the Child Care
Grant
Reimbursement for Staff Salaries and Benefits or Substitute Care
CC31 form, Child Care Grant Reimbursement Request CC15, or the
Attendance Report CC14 forms is forwarded to the appropriate CCPO
staff;
3. Flag any submission received for a report month other than
the
current report month; and
2020-2 SUBMISSIONS – ACCOUNTING STAFF
Accounting Staff retrieve all Child Care Grant Reimbursement
Request CC15 and Attendance Report CC14 forms and review for
accuracy and completeness for payment processing. See section 2030,
Child Care Grant Payment Processing-Accounting Staff.
25
If the submission is received during the same month as the report
month it cannot be processed for payment. Accounting Staff will
issue a Child Care Grant Program Payment – Denied notice, and
document issuance in an Integrated Child Care Information System
(ICCIS) case note using subject heading: CCG Grant Payment Denied.
The body of the case note includes the reason payment was denied.
The Child Care Grant Payment Tracking Spreadsheet is updated, and
the notice is filed in the child care facility’s billing file. The
child care facility may resubmit the submission on or after the
first day of the month following the report month.
Based on a rotating schedule Accounting Staff will pull submissions
throughout the day, review receipts and make any necessary
corrections through their review and/or contact with the facility.
When correcting a submission, Accounting Staff line through the
incorrect information, including mathematical errors, write in the
correct information, and initial and date the change. Contact with
the facility, if needed, is documented in an ICCIS casenote using
subject heading: MM/YYYY CCG Clarifying Info Rec’d. The body of the
case note describes the clarification or correction.
When a submission with incorrect or missing information is
received, and clarification is needed for the submission to be
processed for payment, Accounting Staff will contact the provider
to obtain the needed information. When Accounting Staff is able to
speak with the provider, the correct or missing information is
written on the submission and initialed and dated. Contact with the
provider is clearly documented in an ICCIS case note using the
subject heading: MM/YYYY CCG Submission Clarifying Info
Rec’d.
When Accounting Staff was unable to reach the facility to obtain
the needed information, a detailed message is left asking for a
return call. The attempted contact is documented in an ICCIS case
note using subject heading: MM/YYYY CCG Attempted Contact. The body
of the case note includes the date the telephone contact was
attempted requesting a return call, the information or correction
needed.
If the provider does not return the call by the close of the
following business day, the submission is returned unpaid.
Accounting Staff will issue a Child Care Grant Program
Reimbursement Request – Returned notice. The child care facility
may resubmit the submission on or before the due date identified in
the notice which is the last day of the month following the month
the notice was issued. The issuance of the notice is documented in
an ICCIS case note using the subject heading: MM/YYYY CCG
Reimbursement Request Returned. The body of the
26
case note includes the date the notice was issued and mailed and
the reason for it being returned. See 2020-2 C. Submission Returned
Unpaid.
2020-2 A. GENERAL REVIEW OF SUBMISSIONS
The Excel workbook and the Manual Attendance Report CC14 have
slightly different attendance coding. When using the manual form
there is no need to capture attendance for days a child was in care
more than ten (10) hours or days the child did not attend during
the Child Care Assistance Program(CCAP)’s required ten (10)
business day timeframe.
Accounting staff will review the Attendance Report CC14, Child Care
Grant Reimbursement Request CC15, Child Care Grant Reimbursement
for Staff Salaries and Benefits or Substitute Care CC31; and
receipts for purchases, as applicable, for each submission.
Accounting Staff will access ICCIS, as needed, to confirm and/or
correct information on the submission. The submission may be
corrected when missing or incorrect information is obtained through
review of ICCIS, the CCG Payment Tracking Spreadsheet or CCG
Program Tracking Spreadsheet. The incorrect information is lined
through, the correct information is written in, and the entry is
initialed and dated by the Staff member making the
correction.
When correct or missing information cannot obtained through Child
Care Program Office (CCPO) Staff review or by contacting the child
care facility, the incorrect or missing information is circled, and
the submission returned to the facility. See section 2020-2 C.
Submission Returned Unpaid.
Accounting Staff will confirm the Child Care Grant Reimbursement
Request CC15 and Attendance Report CC14 forms are all date stamped
and submissions for a report month other than the current report
month are flagged and allowable for payment.
Submissions for a report month other than the current report month
will be separated out and Accounting Staff will match the
submission with the Child Care Grant Program Reimbursement Request
– Returned to ensure they are timely re-submissions.
Submissions for a report month other than the current report month
are denied unless they were previously returned for correction. See
section 2020-2 D. Resubmissions.
27
Accounting Staff will review all Child Care Grant Reimbursement
Request CC15 and Attendance Report CC14 forms for accuracy and
completeness.
1. Review Attendance Report CC14 form for:
a. Report Month/Year;
b. Report Month matches the report month on the Child Care Grant
Reimbursement Request CC15 form;
c. There is a first and last name for each child listed; and
d. Attendance documented is for the correct number of days in
the report month. When a submission includes children’s attendance
beyond the specific days of the report month, the information is
circled and the Child Care Grant Reimbursement Request CC15 form is
recalculated based on the correct numbers of days in the report
month; and
e. Attendance is documented for each child listed. When a child’s
name is listed without any attendance documented on the Attendance
Report CC14 form line through the child’s name, initial and date.
The Child Care Grant Reimbursement Request CC15 form will be
recalculated as needed.
2. Child Care Grant Reimbursement Request CC15 form Review
for: a. Report Month/Year;
b. ICCIS Number matches the ICCIS record. If determined
incorrect after researching ICCIS, the incorrect ICCIS Number is
crossed out and the correct number is written above, initialed and
dated;
c. Vendor Customer Number (VCN) matches the ICCIS records. If
determined incorrect after researching ICCIS, the incorrect VCN is
crossed out and the correct number is written above, initialed and
dated;
d. Facility Name matches the ICCIS record. If the facility
name
does not match, a review of ICCIS case notes must occur to
determine if there is an umbrella organization doing business as or
other documentation about the conflict. This ICCIS case note must
be attached to each CCG monthly submission to allow payment to be
certified;
28
e. Physical Location of Facility and City matches the ICCIS
record.
If no physical location is entered, Accounting Staff are to enter
the information from ICCIS, initial and date the change. If the
information does not match ICCIS the submission is forwarded to the
Eligibility Staff to obtain clarification and update as
necessary;
f. Mailing Address, City, and Zip Code matches the ICCIS
record;
If no mailing address is entered, enter the information from ICCIS,
initial and date the change. If the information does not match
ICCIS the submission is forwarded to the Eligibility Staff to
obtain clarification and update as necessary;
g. Change of facility information marked YES, forward to the
Eligibility Staff to review and coordinate with the Licensing
Specialist, as needed, see section 2010-2 C. Changes
Reported;
h. Line 1: The Full Time Equivalent (FTE) documented in line 1
matches the FTE Totals of ALL Attendance Report CC14 form(s) by
adding together the FTE Page Totals in the box at the bottom right
corner of all pages of the Attendance Report CC14;
i. Line 3: Ensure the geographic rate entered matches the rate
for
the facility’s community from the Child Care Grant Program Rate
Schedule;
j. Line 6: The number of children documented with Child Care
Assistance Program (CCAP) authorizations matches the associated
Attendance Report CC14 form(s) by counting all children listed with
an Auth Type of C;
k. Line 7: The number of children documented with Office of
Children’s Services (OCS) authorizations matches the associated
Attendance Report CC14 form(s) by counting all children listed with
an Auth Type of O;
l. Line 8: The number of children documented without a CCAP
or
OCS authorization are noted as Self Pay/Other matches the
associated Attendance Report CC14 form(s) by counting all children
listed with an Auth Type of S;
m. Line 9: The total numbers of children in care for this
report
month matches the number of children on the Attendance Report CC14
form(s) by adding together Lines 6 through 8 on the Child Care
Grant Reimbursement Report CC15 and
29
comparing it to the number of children listed on all pages of the
Attendance Report CC14 form(s);
n. Ensure submissions marked for the expenditure category of
staff salaries and benefits or substitute care have the Child Care
Grant Reimbursement for Staff Salaries and Benefits or Substitute
Care CC31 form attached and signed by an individual with signatory
authority. See q below;
o. For all submissions for expenditures other than staff
salaries
and benefits or substitute care, ensure receipts are attached, are
for allowable items and match the expenditure category and amount.
When included on the receipt, applicable sales taxes and shipping
costs are to be included in the reimbursement. Submissions with a
quote, invoice, purchase order, or other similar documentation for
an item are not acceptable for payment reimbursement unless the
document also includes information regarding the purchase and
payment dates.
When a facility’s requested reimbursement is determined through the
receipt(s) to include allowable and non-allowable purchases, the
reimbursement amount is adjusted on the Child Care Grant
Reimbursement Request CC15, initialed and dated;
p. Statement of Truth Section contains all of the following:
• Printed name of individual with signing authority; • Signature of
individual with signing authority; and • Date; and
q. Ensure the individual who signed the Statement of Truth
has
been authorized signatory authority by the facility’s owner or
Administrator and has been entered into the CCG Program Tracking
Spreadsheet. If the individual signing the submission is not listed
on the CCG Program Tracking Spreadsheet, Accounting Staff will
issue the Child Care Grant Reimbursement Request – Returned notice
advising the submission is being returned for signatory authority.
The facility can either resubmit signed by an individual with
signatory authority or submit the documentation granting signatory
authority to a new individual.
3. Submissions determined to be complete, accurate, and ready
for
immediate processing are categorized as Green Track. Accounting
Staff will process all Green Track CCG submissions in the
Integrated Resource Information System (IRIS) within ten (10)
30
business days of receipt and forward entered batches to the
Accounting Staff designated for the IRIS certification
process.
4. Saving for a Future Purchase:
When a child care facility has received preapproval to save for a
future expenditure, see 2040-3 A Saving Funds for a Future
Purchase, Accounting Staff will review the Child Care Grant
Reimbursement Request CC15 form and track the amounts to be paid to
the facility, in the CCG Purchase Tracking spreadsheet, ensuring
the amount does not exceed the preapproved savings amount or
timeframe.
a. Information will be entered and tracked in the CCG
Purchase
Tracking spreadsheet. Facilities may receive a portion of the CCG
funds to reimburse for allowable expenditures during the same
months they are saving for a future purchase. The CCG Payment
Tracking spreadsheet will be reviewed for the actual amount to be
processed for payment and the CCG Purchase Tracking spreadsheet
updated based on the agreement;
b. When the agreed upon amount has been saved, Accounting
Staff will contact the child care facility and then issue Child
Care Grant Program – Information Needed notice to obtain the
purchase date and remind the child care facility to submit the
receipt(s) with the Child Care Grant Reimbursement Request CC15
form for the report month in which the item was purchased.
Issuance of the Child Care Grant Program – Information Needed
notice is documented in an ICCIS case note using subject heading:
CCG Information Needed and includes in the body the specific
information requested. The notice is placed in the Accounting
Staff’s pend rack awaiting the submission;
c. Accounting Staff’s copy of the Child Care Grant Program –
Information Needed notice is attached to the submission containing
the receipt for which CCG funds were being saved; and
d. Accounting Staff update the CCG Purchase Tracking
spreadsheet, process the payment, and file the notice and
submission in the facility’s billing file.
5. Applying Funds to a Past Purchase:
When a child care facility has received preapproval to be
reimbursed for an expenditure made in a past report month
that
31
will be applied to future report months, see 2040-3 B Applying
Funds to a Past Purchase, Accounting Staff will review the Child
Care Grant Reimbursement Request CC15 form and track the amounts
that have been paid to the child care facility ensuring the amount
does not exceed the preapproved purchase amount or timeframe.
a. Information will be entered and tracked in the CCG
Purchase
Tracking spreadsheet. Child care facilities may not receive a
portion of the CCG funds to reimburse for other allowable
expenditures until the full approved purchase amount has been
reimbursed. The CCG Payment Tracking spreadsheet will be reviewed
for the actual amount to be processed for payment and the CCG
Purchase spreadsheet updated based on the agreement;
b. When the agreed upon amount has been reimbursed, Accounting
Staff will issue a Child Care Grant Program Purchase Reimbursement
Agreement – Completed notice to the child care facility advising
that the agreed upon reimbursement agreement is completed.
Issuance of the Child Care Grant Program Purchase Reimbursement
Agreement – Completed notice is documented in an ICCIS case note
using subject heading: CCG Purchase Reimburse Agreement Completed
and includes in the body the date completed and item purchased. The
notice is filed in the facility’s billing file; and
c. Accounting Staff updates the CCG Purchase Tracking
spreadsheet.
6. When the Accounting Staff is unable to reach the child care
facility: a. A message detailing the errors by page, row, and
column,
whenever possible, or requesting a return call is to be left;
b. The attempted contact is documented in an ICCIS case note using
subject heading: CCG Attempted Contact;
c. The second (2nd) business day following the initial attempt
to
contact the provider, Accounting Staff will issue the Child Care
Grant Program Reimbursement Request – Returned notice indicating
all items which need correction or information needed to the
facility along with the original pages of the forms submitted;
and
d. A copy of the submission is maintained with a copy of the
Child
32
Care Grant Program Purchase Reimbursement Agreement – Completed
notice in the Accounting Staff’s CCG Pend rack by the resubmission
due date.
2020-2 B. SUBMISSIONS CORRECTED BY ACCOUNTING STAFF
When corrections are made to the CCG Reimbursement Request CC15
form, which do not impact the payment amount, a notice is not sent.
If it appears there is an issue with the Excel workbook, Accounting
Staff will make a copy, identify if it was paid or not, and place
the copy in the Eligibility Staff’s mailbox for follow-up with the
provider.
If the provider is not completing the CCG Reimbursement Request
CC15, Attendance Report Form CC14 or the Reimbursement Request for
Staff Salaries and Benefits or Substitute Care CC31 form correctly,
is making repeated mista20kes; such as entering O and / instead of
F and P or marking an X on the Attendance Report Form CC14 for
those days the provider is not open; or not using the most current
forms from the CCPO website, Accounting Staff will contact the
provider to explain the issue and request they make the necessary
adjustments with their next month’s submission. Accounting Staff
will document the contact detailing the issue and the provider’s
response in an ICCIS case note.
When corrections are made to the CCG Reimbursement Request CC15
form that also include a change of the qualifying reimbursement
amount entered in line four (4) or in the expenditure categories in
number eleven (11), a Child Care Grant Program Payment - Adjusted
notice must be issued to the child care facility. The Accounting
Staff will stamp “Adjusted” in the lower left corner on CCG
Reimbursement Request CC15 form to indicate that a notice is
required to be sent. The notice is completed and attached to the
submission and included in the batch to the Accounting Staff
designated for the certification process. The notice is mailed by
the Accounting Staff, after the CCG submission has been keyed into
IRIS for payment. This may require the issuance date on the notice
to be changed to the date it is actually placed in the mail. The
Accounting Staff will document the action in an ICCIS case note
using subject heading: MM/YYYY CCG Adjusted. A copy of the
corrected or adjusted CCG Reimbursement Request CC15 form is
returned to the provider with the notice.
2020-2 C. SUBMISSION RETURNED UNPAID
33
If the submission is received during the same month as the report
month it cannot be processed for payment and a Child Care Grant
Program Payment – Denied notice is issued. Issuance of the notice
is documented in an ICCIS case note using subject heading: CCG
Grant Payment Denied and includes in the body the reason payment
was denied. Accounting Staff update the CCG Payment Tracking
Spreadsheet and file a copy of the notice in the child care
facility’s billing file.
The child care facility may resubmit the submission on or after the
first day and no later than the last day of the month following the
report month.
When Accounting Staff is unable to reach the child care facility to
obtain clarifying or correct information and has left a detailed
message for the facility as outlined in 2020-2 A. 6 above, the
Child Care Grant Reimbursement Request – Returned notice is issued.
The Accounting Staff will document the action in an ICCIS case note
using subject heading: CCG Returned and enter “RTN” on the CCG
Payment Tracking Spreadsheet in the Batch # column next to the
appropriate Report Month for that child care facility.
When a Child Care Grant Reimbursement Request CC15 and Attendance
Report CC14 form(s) are returned to the child care facility for
correction, the facility must be given until the last day of the
month following the month in which the notice was issued as a due
date for the documents to be returned. Only the page(s) containing
the error(s) needing corrected are necessary to be returned to the
facility. Copies of the pages returned to the facility are retained
with the originally submitted documents until the corrected pages
are returned. Upon receipt of corrections the original documents
are attached to the submission. If corrections are not received,
the original submission is retained with the Child Care Grant
Reimbursement Request – Returned notice.
Example: Child Care Grant Reimbursement Request CC15 form for the
report month for August is reviewed on September 29th
and needs to be returned because it included two weeks in August in
which the facility was closed. The Child Care Grant Reimbursement
Request – Returned notice dated October 2nd
advises the facility to submit the corrected forms by November 30th
or the request will be denied.
The Child Care Grant Reimbursement Request – Returned notice is
sent to the child care facility with the submitted Child Care Grant
Reimbursement Request CC15 and Attendance Report CC14 forms. A copy
of the notice and all attachments are filed in the Accounting
CCG
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pend rack by the resubmission due date.
If Accounting Staff receive a submission for a report month which
has already been processed for payment and there are no changes to
the original submission, Accounting Staff will attach it to the
existing paid submission and file it in the facility’s Accounting
file.
If Accounting Staff receive a submission for a report month which
has already been processed for payment and there has not been an
Administrative Review requiring the payment to be made due to a
CCPO error, the submission is denied. The Child Care Grant Program
Payment – Denied notice is issued with the submitted Child Care
Grant Reimbursement Request CC15 and Attendance Report CC14 forms.
A copy of the notice and all attachments are filed in the
facility’s billing file.
2020-2 D. RESUBMISSIONS
When a corrected Child Care Grant Reimbursement Request CC15,
Attendance Report CC14 form(s), and/or Child Care Grant
Reimbursement for Staff Salaries and Benefits or Substitute Care
CC31 as requested, are received or postmarked by the due date on
the Child Care Grant Reimbursement Request – Returned notice,
Accounting Staff will review and if acceptable process the
request.
When a corrected Child Care Grant Reimbursement Request CC15,
Attendance Report CC14 form(s), and/or Child Care Grant
Reimbursement for Staff Salaries and Benefits or Substitute Care
CC31 as requested, are not received or postmarked by the due date
on the Child Care Grant Reimbursement Request – Returned notice,
Accounting Staff will deny the request.
Accounting Staff will pull the Child Care Grant Reimbursement
Request – Returned notice issued by the Accounting Staff from the
CCG pend rack and attach it to the resubmission documents.
1. Received by Due Date
When the resubmission is received by the due date listed in the
Child Care Grant Reimbursement Request – Returned notice,
Accounting Staff will follow the review process in section 2020-3
A. General Review of Submissions and complete the CCG Payment
Tracking Spreadsheet. See section 2030-4 Child Care Grant Payment
Tracking Spreadsheet.
2. Received After the Due Date
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When the resubmission is received by the due date listed in the
Child Care Grant Reimbursement Request – Returned notice,
Accounting Staff will:
a. Issue a Child Care Grant Program Payment – Denied notice
within five (5) business days, with their right to request an
Administrative Review to the facility;
b. Document the action in an ICCIS case note using subject
heading: MM/YYYY CCG Payment Denied and include in the body of the
case note the reason payment was denied;
c. Enter “DENY” on the appropriate fiscal year’s CCG Payment
Tracking Spreadsheet in the Batch # column next to the appropriate
Report Month for that child care facility; and
d. File a copy of the notice with supporting documents in the
facility’s billing file.
If a resubmission contains error(s) which are not adjustable by
CCPO Staff, the resubmission is denied. Accounting Staff review and
process resubmissions received on or before the deadline identified
in the Child Care Grant Reimbursement Request – Returned notice,
even if a Child Care Grant Program Payment – Denied notice has been
issued.
2030 CHILD CARE GRANT PROGRAM PAYMENT PROCESSING – ACCOUNTING
STAFF
This chapter details the procedural requirements that Accounting,
and Child Care Program Office (CCPO) Staff must follow when they
receive Child Care Grant Reimbursement Request CC15 and Attendance
Report CC14 forms for payment processing.
This chapter references Alaska Administrative Code (AAC) 7 AAC
39.030 and 7 AAC 39.035.
2030-1 SUBMISSION FOR PAYMENT PROCESSING: GREEN TRACK / RED
TRACK
Accounting Staff will complete a batch of reviewed Child Care Grant
Reimbursement Requests CC15, which have been entered in the Child
Care Grant (CCG) Payment Tracking Spreadsheet and approved for
payment.
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The batch has no minimum size limits, but common practice is that
they do not exceed thirty (30) Child Care Grant Reimbursement
Requests CC15.
Once a thorough review and the applicable actions are taken for the
Child Care Grant Reimbursement Request CC15 and Attendance Report
CC14 forms, Accounting Staff will sort them into:
1. No errors for next CCG Batch Folder “Accounting Green Track”
or
2. Errors, “Accounting Red Track.”
2030-1 A. SUBMISSIONS WITHOUT ERRORS (ACCOUNTING GREEN TRACK)
Child Care Grant Reimbursement Request CC15 and Attendance Report
CC14 forms without errors (Accounting Green Track) will be
identified as submitted for payment in the CCG Payment Tracking
Spreadsheet with the Batch number in the Batch # cell.
To prepare the Child Care Grant Reimbursement Request CC15 form to
be keyed into the Integrated Resource Information System (IRIS),
Accounting Staff will sort requests into groups of approximately
twenty-five (25) and place them in a blue CCG Batch # folder
starting with Batch #1 on the first (1st) of each month. The
folders are used in sequential order daily for the report month’s
submissions.
2030-1 B. SUBMISSION WITH ERRORS (ACCOUNTING RED TRACK)
Child Care Grant Reimbursement Request CC15 and Attendance Report
CC14 forms with errors will be identified as HOLD, RTN, or DENY in
the Batch # column of the appropriate fiscal year CCG Payment
Tracking Spreadsheet depending on the nature of the issue
identified during the review.
Accounting staff will file CCG submissions as follows:
1. Hold = Pend rack for one business day 2. Returned unpaid = CCG
Reimbursement Returned Rack, by the
due date provided in the notice 3. Denied = Provider’s CCG
accounting hard file.
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All CCG resubmissions are treated as new submissions for review
purposes.
For Accounting Staff steps, see section 2020-2 Submissions –
Accounting Staff.
2030-2 ACTIONS TAKEN ON THE ATTENDANCE REPORT FORM
The following actions are completed by Accounting Staff for each
Attendance Report CC14 form submitted. Items needing correction are
lined through, and the correct information is added, initialed, and
dated. Any discrepancies which cannot be corrected, or the correct
information cannot be obtained, are circled.
1. On manual forms submitted, count the actual attendance
documented in each row, randomly for two (2) children to ensure it
matches the Total Full Time Equivalent (FTE) calculation documented
by the facility. If the information is correct, no further review
of children’s attendance by row is needed. If the information is
not correct the entire attendance report is added. The needed
corrections are made, initialed, and dated. The attendance
documented is counted as: • “F” = one (1); and • “P” = zero point
five (0.5).
Additional coding may be entered by providers using the Excel
workbook: • FP = one (1); • SI = one (1); and/or • N = one
(0).
2. Count the actual attendance documented for each day by
numbered column (1 - 31) for the same two (2) children reviewed in
number one (1) to ensure it matches the Daily Page Totals
calculation documented by the facility. If the information is
correct, no further review of children’s attendance by column is
needed. If the information is not correct the entire attendance
report is added. The needed corrections are made, initialed, and
dated.
2030-3 ACTIONS TAKEN ON THE CHILD CARE GRANT PROGRAM REIMBURSEMENT
REQUEST FORM
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The following actions are completed by Accounting Staff for each
Child Care Grant Reimbursement Request CC15 form submitted. Items
needing correction are lined through, and the correct information
is added, initialed, and dated. Any discrepancies which cannot be
corrected, or the correct information cannot be obtained are
circled.
When a child’s name on the Attendance Report CC14 does not have
attendance documented, and the child has been included in the
count, Accounting Staff will adjust the number(s) of children on
the Child Care Grant Reimbursement Request CC15, in the applicable
line(s) six (6) through eight (8), and re-total these lines to
reach a corrected total attendance for line nine (9). The corrected
total number of children in line nine (9) is multiplied by .05 and
rounded up to the next whole number to determine the corrected
attendance minimum for line ten (10). The corrections made by
Accounting Staff are initialed and dated.
Accounting Staff will:
1. Use all the report month’s previously reviewed Attendance
Report
CC14 form(s) submitted, and add each page’s subtotal of all the
children’s daily attendance together. This becomes the number of
Full-Time Equivalent Children (FTE). This grand total sum must
equal the number entered in line one (1). If the amount entered in
line one (1) is incorrect, cross it out and write the correct
figure, initial and date;
2. Change the setting on the adding machine to the third
(3rd)
decimal point and compute the average daily attendance by dividing
the grand total of all FTEs entered in line one (1) by twenty-one
point seven (21.7). Use the third (3rd) decimal point to round
accordingly: a. .000 to .004 the second (2nd) decimal point number
does not
change, i.e. 17.904 = 17.90 b. .005 to 009, the second (2nd)
decimal point number will round
up to the next number, i.e. 29.126 = 29.13. c. Confirm this is the
number entered in line two (2).
3. If the number the facility entered in line two (2) is not the
same as
the calculation, crosscheck it with the Child Care Grant Program
(CCG) Payment Tracking Spreadsheet calculation. If the amount
entered in line two (2) is incorrect, cross it out and write the
correct figure, initial and date;
4. Multiply the numbers in line two (2) and line three (3)
together
and confirm this matches the amount entered in line four (4).
This
39
is the facility’s maximum qualifying reimbursement amount. If the
calculation is different than what is entered by the facility,
cross it out and write the adjusted number, initial and date;
5. Skip line five (5) at this time;
6. Add the number of children in lines six (6), seven (7), and
eight (8)
together. Verify the total number of children documented on all the
combined Attendance Report CC14 forms matches the number entered in
line nine (9). If the amount entered in line nine (9) is incorrect,
cross it out and write the correct figure, initial and date;
7. Multiply the number entered in line nine (9) by point zero five
(.05) rounding up to the next whole number to get the attendance
minimum entered on line ten (10);
8. Verify that the total number of children in lines six (6) and
seven
(7) are equal to or greater than line ten (10). If the sum of lines
six (6) and seven (7) are less than line ten (10), the facility has
not met their minimum participation of five percent (5%) for this
report month. When the minimum participation has not been
met:
a. Document in the CCG Payment Tracking Spreadsheet the
month number of non-compliance with this participation rate.
b. If the facility is on their fifth (5th) sequential month of non-
compliance, Accounting Staff will document in an Integrated Child
Care Information System (ICCIS) case note with subject heading: CCG
5th month not mtg CCA, and the body of the case note will contain
the facility name; ICCIS Facility #; and months of non-compliance.
Accounting Staff will print the case note and place it in the
Eligibility Staff’s mailbox. See 2060-2 A. Fifth Month Review – Not
Met.
c. Upon the sixth (6th) month of non-compliance the child
care
facility is subject to their program participation ending. See
section 2060-2 B., Sixth Month Review - Not Met;
9. Review receipts and/or Reimbursement Request for Staff
Salaries
and Benefits or Substitute Care CC31to ensure all items identified
for reimbursement are allowable. Line through, initial, and date
non-allowable items included; and
10. Add the expenditure categories together to ensure the
total
matches the amount entered for the CCG reimbursement amount in line
eleven (11). This will be used to complete line five (5) that was
skipped earlier. The total of all expenditure categories is
the
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amount the facility can be reimbursed. a. If the CCG reimbursement
amount requested in line eleven
(11) is EQUAL to maximum qualifying reimbursement amount in line
four (4), enter the full amount in line five (5); or
b. If the CCG reimbursement amount requested in line eleven
(11) is GREATER THAN the maximum qualifying reimbursement amount in
line four (4), enter the maximum qualifying reimbursement amount
from line four (4) in line five (5); or
c. If the CCG reimbursement amount requested in line eleven (11) is
LESS THAN the maximum qualifying reimbursement amount in line four
(4), enter the CCG reimbursement amount requested from line eleven
(11) in line five (5); and
d. Enter the applicable coding in the Child Care Program
Office
(CCPO) Accounting Use Only box, based on if the provider is
licensed for CCAP infants and/or toddler ages, and initial and date
indicating the submission has been reviewed and is ready for
payment processing in the Integrated Resource Information System
(IRIS).
2030-4 CHILD CARE GRANT PROGRAM PAYMENT TRACKING SPREADSHEET
Accounting Staff must enter information into the Child Care Grant
(CCG) Payment Tracking Spreadsheet when processing submissions for
payment by state fiscal year.
2030-4 A. PREPARING FOR SPREADSHEET ENTRIES
Accounting Staff will access the CCG Payment Tracking Spreadsheet
for the applicable state fiscal year located in the Child Care
Program Office (CCPO) shared drive, to enter the correct and
completed CCG Batches.
Before making entries into the CCG Payment Tracking Spreadsheet,
Accounting Staff will review to ensure a payment has not already
been processed to the child care facility for the report month,
verify the Vendor Customer Number (VCN), Integrated Child Care
Information System (ICCIS) Number, Facility, and individual with
signatory authority entered on the spreadsheet match what is
documented on the CCG submission.
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Accounting Staff will also verify the CCG approval effective date
“CCG APPVL DATE” for the facility. When the CCG submission is for a
time prior to their approval effective date the report month
submission is denied.
2030-4 B. COMPLETING SPREADSHEET ENTRIES
Accounting Staff will enter information from the CCG report month
submission into the applicable state fiscal year’s CCG Payment
Tracking Spreadsheet to complete all the columns. To locate the
correct facility, enter the VCN # or ICCIS # using the shortcut of
“CTRL”+”F”.
Starting at the month on the spreadsheet for the CCG report month
submission, enter the information from each line number on the
Child Care Grant Reimbursement Request CC15 form into the
corresponding columns:
1. Batch #: Enter the folder # the CCG report month submission
is
batched in;
2. FTE: Enter the number from Child Care Grant Reimbursement
Request CC15 form from line one (1);
3. AVE FTE: This is auto-populated after an entry is made in
number
two (2) above and must match line two (2) of the Child Care Grant
Reimbursement Request CC15 form;
4. Final FTE: Re-enter the auto-populated number from the AVE
FTE
in the spreadsheet. MS Excel maintains all decimal places when
using formulas. Re-entering the AVE FTE ensures that the
spreadsheet only calculates the amount based on two (2)decimal
points;
5. Geographic Region: Verify the community entered matches
the
facility’s physical location;
6. Infant/Toddler IRIS code: Verify the correct Integrated Resource
Information System (IRIS) code is auto-populated based on if the
provider is licensed for Child Care Assistance Program (CCAP)
infant and/or toddler ages or not;
7. CCG Geographic Rate: Verify the rate entered is correct for
the
facility’s community based on the Child Care Grant Program Rate
Schedule;
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8. Qualifying Payment Amount: Verify the amount matches the
Child
Care Grant Reimbursement Request CC15 form line four (4);
9. CCG Reimbursement Amount Requested: Enter the amount from line
eleven (11) of the Child Care Grant Reimbursement Request CC15
form;
10. Actual CCG Reimbursement Amount: Enter the amount from
line
five (5) of the Child Care Grant Reimbursement Request CC15
form;
11. # CCAP (C): Enter the number of children enrolled with an
authorization issued by the CCAP from line six (6) of the Child
Care Grant Reimbursement Request CC15 form;
12. # OCS (O): Enter the number of children enrolled with an
authorization issued by the Office of Children’s Services (OCS)
from line seven (7) of the Child Care Grant Reimbursement Request
CC15 form;
13. # Other (S): Enter the number from line eight (8) of the Child
Care
Grant Reimbursement Request CC15 form;
14. # Total Child in Care: Verify the auto-populated number matches
line nine (9) of the Child Care Grant Reimbursement Request CC15
form;
15. CCAP/OCS Required 5% Auth Min: Verify the auto-populated
number matches line ten (10) of the Child Care Grant Reimbursement
Request CC15 form;
16. Facility Actual CCAP/OCS Auth: Entries from number ten(10)
and
eleven (11) above are added and auto-populated and match the sum of
lines six (6) and seven (7) of the Child Care Grant Reimbursement
Request CC15 form;
17. Meets five percent (5%)
Auto-populates with a YES or NO based on previous column entries:
a. If YES: continue the reimbursement process; or
b. If NO: determine the number of consecutive months (1st,
2nd,
3rd, 4th, 5th or 6th) the facility has been out of compliance with
the CCAP participation. Enter “# Month No 5% CCAP/OCS” using
numbers one (1) through six (6) as applicable in place of the
#.
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Upon the fifth (5th) month with no CCAP participation an email
using subject heading: CCG 5th Month Not Mtg CCA is sent to the
policy mailbox:
[email protected] alerting Eligibility Staff for
the next action;
18. Enter the dollar amount to be reimbursed into each of the
Expenditure Categories as selected on the Child Care Grant
Reimbursement Request CC15 form: a. Staff Salaries & Wages; b.
Sub Care; c. Supplies, Equip & Activities for Children; d.
Health & Safety Costs; e. Child Dev Ed & Training for
Staff; and/or f. Other.
19. Date Stamped Received: Enter the date the last document
was
received to complete the CCG report month submission; and
20. Date Input: Enter date the submission is input into IRIS by
entering the month, day and initials (9/18-xx).
Once a batch has been entered into the CCG Payment Tracking
Spreadsheet, Accounting Staff will enter the total of all the Child
Care Grant Reimbursement Request CC15 form’s line five (5) included
in the batch, in the adding machine and print a tape of the entries
with the total. The printed adding machine paper is secured to a
single sheet of paper and included in the batch.
2030-5 INTEGRATED RESOURCE INFORMATION SYSTEM (IRIS) DATA ENTRY
PROCESS
Accounting Staff will enter all Child Care Grant Reimbursement
Request CC15 submissions approved for payment into the Integrated
Resource Information System (IRIS) for payment processing. Once a
batch has been entered into IRIS, it will be forwarded to the
Accounting Lead for certifying. As each Child Care Grant
Reimbursement Request CC15 submission is certified, IRIS will
release a warrant to the facility.
2030-5 A. PAYMENT PROCESSING
Accounting staff will enter